Effective Business Communication
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Institution Affiliation
Effective Business Communication
Effective business communication is paramount for the success of any organization. In the current competitive business world, managers must not only have the technical expertise of running a company; they must be knowledgeable in soft skills such as networking, communicating with partners, negotiating, and conflict resolution (Guffey & Loewy, 2014). Communication skills are especially appropriate for managers because they facilitate the smooth functioning of all other departments in a firm.
Product and Service for Sale in Global Environment
My organization will invest in the sale of a plastic compressing machine to manufacturers. This machine will enable the company’s customers to reduce their operating costs and in turn, increase their profits. Most of the organization’s customers are in the manufacturing or food production sector, and always have products that require packaging. Currently, most of them import packaging materials from foreign manufacturers, which is both costly and inefficient due to delays in their delivery. Additionally, it is always difficult for them to predict the cost of these materials due to the constant variation of the exchange rate of the local currency to that of the United States dollar (Guffey & Loewy, 2014). Therefore, the plastic compressing machine will enable the company’s clients to reduce their cost and ensure they have a stable supply of packaging materials.
We will manufacture and sell the Tongjia Heavy standard automatic plastic injection molding machine at $80,000 to our clients. This machine will be used to make plastic utensils and packaging materials by injection blow molding. Also, we will provide our customers with a free maintenance and service offer for two years after installation. The Tongjia Heavy standard automatic plastic injection molding machine will have a capacity of making 60,000 pieces per hour. Consequently, it will have enough ability to satisfy the needs of most of my company’s clients. Also, it will reduce their packaging cost by up to 40% and enable them to vary their inventories of packing materials depending on their needs. Accordingly, this investment is worthwhile because many manufacturers are ready to purchase the packing material making machine.
Audiences of my Proposal
My audiences are the company’s board of governance and customers. The board of governance is important since it represents shareholders, who are the owners of the business. Therefore, I will have the duty of convincing them that the new investment of producing Tongjia Heavy standard automatic plastic injection molding machine will enable the firm to become more competitive and profitable. Customers are the other important stakeholders in this project, and I must persuade them that Tongjia Heavy standard machine will reduce their operating costs and enhance their efficiency.
Due to the unique nature of each audience, I will use a different approach for each of them. For the board of governance, I will use the face-to-face method to explain to them the challenge the target customers have when they import packaging materials, and the possible business opportunity for the firm if it decides to manufacture the package making machines. Also, I will use a projector to show them a video of the inefficiencies of procuring packaging materials compared to manufacturing these items. Since most of the members of this board are not familiar with technical terms, I will take them to a tour on one of the target client’s production line so that I can show them the challenges of purchasing packaging materials. In this trip, I will point out cases of delays in the delivery of packaging items and subsequent additional costs incurred by businesses.
When talking to the company’s clients, I will use a formal written document and the face-to-face communication. I will also attach a letter with an expert’s opinion about the expected cost savings of manufacturing packaging materials than purchasing these items from third parties. The attachment of a report with an expert’s opinion will enhance the credibility of my assertion that the machine will reduce their operating costs (Shwom & Snyder, 2015). The use of an official letter will demonstrate my commitment to selling them a high-quality machine. Also, the face-to-face communication will provide me with an avenue where I can readily respond to any of their questions. Finally, it will enable me to judge their likelihood of purchasing by reading their body language
Establishing Credibility of my Communication Channel
To establish credibility, I will use the company’s audited financial statements, a report from a manufacturing expert, and a demonstration of my client’s current process of acquiring packaging materials. Firstly, the mere use of a formal letter where I would have attached an expert’s opinion on the performance of the package making machine will enhance the credibility of my information (Guffey & Loewy, 2014). Also, the use of an official letter will convince my customers the machine delivered to them is of high-quality. Finally, I will show them a prototype of the machine and demonstrate to them how it operates.
The use of illustrations to explain my case will make my opinion credible (Rentz & Lentz, 2014). A demonstration of the company’s clients’ current procurement process and the challenges they face will enable the board of governance to realize the business opportunity in developing the packaging making machines. I will have an almost identical meeting with customers where I will show them how the firm’s packaging materials making machine works. Additionally, I will be ready to answer any question from the board of governance or the customers and to clarify any issue. The explanation of any matter that may arise and the use of official documents from an expert will make my information credible.
Channel of Communication
I will use written communication and face-to-face when speaking with customers since the former facilitates effective where there are limited interactions (Rentz & Lentz, 2014). The latter, on the other hand, enables a person to read the respondent’s body language and also creates an avenue where both parties can seek clarification on any issue. The written communication will be necessary for relaying official information because it can be kept for future reference (Shwom & Snyder, 2015). Furthermore, I will sign all the copies to authenticate their contents. Therefore, this method will make my customers confident about the issues noted in the letter. Similarly, the attached reports from an expert to collaborate my assertion that the packaging material making machine will reduce their operating costs will inspire them to make a purchase.
I will use face-to-face communication when speaking with the firm’s board of governance. As a manager in the company, I am already familiar with most of the members of the board; therefore, I will want to have a face-to-face communication so that I can easily clarify and respond to any of their concerns. Face-to-face communication will help me show the board all the stages of customers’ production process and the inefficiencies of procuring packaging materials from third parties. In this case, I will talk with the board members during a tour of a client’s factory, where I will be showing them the stages in the production process. In addition to the face-to-face communication, I will use audio media to illustrate to them on the inefficiencies of procuring items from third parties. The use of this video will complement my explanations and increase the likelihood of them agreeing with my proposal.
Effective business communication will enable me to convince the company’s customers to purchase the packaging material making machine and also to get approval to proceed with the project from the board of governance. Equally important, the channel of communication that I will use will determine how I am understood by my audience. In this regard, managers should ensure there is effective business communication in their departments to enable smooth flow of information and for them to easily share their opinions and influence their organization’s and customers decisions.
Guffey, M., & Loewy, D. (2014). Business communication: Process and product (8th ed.). New York, NY: South-Western College Pub.
Rentz, K., & Lentz, P. (2014). M: Business communication (3rd ed.).New York, NY: McGraw-Hill Education.
Shwom, B., & Snyder L. (2015). Business communication: Polishing your professional presence (3rd ed.). Upper Saddle River, NJ: Pearson.